What are the responsibilities and job description for the Executive Assistant position at FlexProfessionals?
A leading nonprofit dedicated to advancing housing stability, economic security, and overall quality of life is seeking an Executive Assistant to provide high-level administrative support to its senior leadership team.
Job Type: Contract position with opportunity for permanent role
Location Requirements: Hybrid; minimum of three (3) days per week in Boston office, located on Orange line near Roxbury Crossing
Job Description: The Executive Assistant provides administrative support to the Executive Director and senior staff. The role requires frequent use of independent judgment in carrying out administrative duties, including maintaining the Executive Director’s schedule, handling confidential and highly sensitive files, composing correspondence, writing proposals and reports, and proofreading. The Executive Assistant may occasionally provide backup support for other departments and assist with special projects, assignments, and events. This position requires a comprehensive understanding of operations, policy issues, and critical thinking.
Responsibilities:
- Represent the agency to callers and visitors to the Executive Office, including corporate and political representatives, owners, and residents
- Answer and screen phone calls professionally and route inquiries to appropriate staff
- Coordinate meetings of the Board of Directors and committees
- Attend board and committee meetings and record minutes
- Produce and submit meeting minutes for review and approval
- Prepare agendas and meeting materials, including compiling reports from senior management
- Distribute materials to board members and attendees
- Arrange travel, transportation, and lodging for the Executive Director and management staff
- Conduct internet and other research as assigned
- Open and manage the Executive Director’s mail, prioritizing time-sensitive materials
- Distribute mail to appropriate staff in the Executive Director’s absence
- Maintain confidential and important agency files, including contracts, legislative records, policies, and meeting minutes
- Perform clerical duties such as word processing and photocopying
- Act as assistant Clerk of the Board of Directors and maintain board documents
- Implement special projects and assignments
- Serve as liaison for committees and special groups to support interdepartmental communication
- Maintain electronic contract files and complete City of Boston contract files as needed
- Perform other duties as assigned
Qualifications:
- Demonstrated experience in an Executive Office or similar setting
- General knowledge of government, regional economy, housing, and Greater Boston communities, preferred
- Proficiency with Microsoft Office, including Word, Excel, Adobe Acrobat, and Outlook
- Excellent verbal and written communication skills; writing sample required
- Strong diplomacy, discretion, and judgment with confidential matters
- Strong customer service skills and ability to interact with all levels of management and staff professionally
- Excellent problem-solving and organizational skills
- Ability to multi-task and prioritize in a busy office with competing pressures
- BA/BS preferred
- Multilingual skills preferred, including English and at least one of the following: Vietnamese, Cape Verdean Creole, Portuguese, Cantonese, Mandarin, Toisanese, or Spanish
Pay: $67,000.00 - $77,000.00 per year
Work Location: Hybrid remote in Boston, MA
Salary : $67,000 - $77,000